Page 1 of 7 Please find enclosed your event finalization packet for RENTAL AGREEMENT NAME: Sample _ RENTAL AGREEMENT DATE: _ 9 January 2015 EVENT TYPE: Retirement Party This packet (all 8 pages) must be signed and returned to the Recreation Office per your rental agreement no later than: 7 January 2015 The following required items must accompany the packet: Liability Insurance Certificate (Must be in the same name and address as the contract.) Final payment check as per invoice. (Check must be in the same name and address as the contract.) NOTE: If you call and reduce your numbers prior to the change date you will receive the overage fees back with the security deposit. Please initial the following: Staff: A member of the Recreation Staff will be at the hall during the times that you have chosen for your event. If you need assistance please find them. Heating/AC: Ceiling fans are directly tied into the heating /AC system. If the fans are off the system is off. Staff will only adjust per renter. We do not adjust per all guest request. We strive to maintain a temperature of 70 degrees. Changes to this agreement may be made until: 6 January 15_ Due to technical and logistical considerations, changes can not be guaranteed after this deadline date. Security Deposit: The security deposit ($400) will be returned to the name and address on the contract in 30 to 40 working days after the event. Provided that all payments have cleared and all rules and regulations of the rental agreement have been fulfilled. Estimated date: _xxxxxxx_ Rental Hours: Decorating Time:... to = hours (May not be prior to 10am and must be a minimum of 2 hours) Pre-Event Hours:... to = hours (Hours immediately prior to your event for caterer, bakery, DJ, etc. for set-up. Verify with your vendors) Hours of Event:... to = hours (To avoid additional fees the bar must be closed, music must have stopped and lights must be on for clean-up at the ending time of the hours of... event.) Clean-up time: (must be at least ½ hour)... to = hours The Renter shall clear all trash and decorations from the tables and properly dispose of the trash in provided trash receptacles. Total hours:... @ $ per hour= $ Additional hours require additional fees and must be requested in advance by the renter. OFFICE USE ONLY Hand/mail Ins. Linens Caterer Paid
*To Kitchen *To Restrooms Community Center Page 2 of 7 Hall Set-up and Capacity Place and X over the tables that are not needed or wanted. Be sure to mark table exchanges. Such as a guest table for candy table. Tables: Round: Long: Long: Plastic 5 foot in diameter (8, 9 or 10 chairs) Plastic 8 foot by 30 (8 or 10 chairs) Plastic 6 foot by 30 (6 or 8 chairs) (note only 3 available) Linens: (Ivory only) 90 x 90: square lap length for 5 Round tables $6.25 per linen 120 Floor length for round tables $15.00 per linen 54 x 120 lap length for 8 long tables $6.25 per linen Linen Styles: Single: Double: Floor: A lap length overhang. Available on Round or long tables. Two linens doubled to the floor. Long tables only. A double charge applies $12.50 per table. A floor length linen drapes to the floor. Round cake table only. ($15.00 each) Maximum tables permitted : 42 (maximum: 36 guest tables, 3 food, 1 cake, 1 gift, & 1 DJ) NOTE: Additional tables for items such as candy, cookies, pictures, place cards, fountains, and photo booths, can only be accommodated by the removal of other tables. Hall Diagram *MAIN ENTRANCE *EXIT DANCE FLOOR *EXIT BAR AREA FOOD TABLES (max of 3) CAKE DJ/Band GIFT *Blocked out areas are door ways that must remain clear per fire code. CAPACITY Count the tables. How many of the 42 maximum tables permitted have you used? Count the chairs. How many of the 340 maximum chairs permitted have you used? Be sure to include wedding party and DJ.
Page 3 of 7 HALL DIAGRAM GUEST TABLES: Number of guest tables:... Number of chairs per table:... Guest Total:... Plastic (white) or linen (Ivory)?... GIFT TABLE:... Round or Long Size: Linen Style : OTHERS: The following tables are consider extra tables. Events with max capacity can only accommodate the following extra tables for items such as candy, cookies, pictures, place cards, fountains, and photo booths, by the removal of other tables. NOTE: Maximum tables permitted is 42. (maximum: 33 guest tables of 10 chairs each, 3 wedding party, 3 food, 1 cake, 1 gift, & 1 DJ) Place cards/check in table:... Round or Long Size: Linen Style : Candy table:... Round or Long Size: Linen Style : Cookie table:... Round or Long Size: Linen Style : Chocolate fountain:... Round or Long Size: Linen Style : Champaign fountain:... Round or Long Size: Linen Style : Picture Table:... Round or Long Size: Linen Style : Silent Auction:... Round or Long Size: Linen Style : Other Table:... Round or Long Size: Linen Style : Podium:...
Page 4 of 7 CATERERING Who is your caterer?... Does your caterer have an approved Caterer s Agreement & Insurance on file?... Caterer arrival time: Must occur within rental hours on page 1.... Food Tables:... Quantity: Size: Round or Long Is you caterer providing linens for the food tables?... If no, how many linens do you need for the food tables?... Hors d oeuvre Table:... Quantity: Size: Round or Long Is you caterer providing linens for the Hors d oeuvre tables?... If no, how many linens do you need for the Hors d oeuvre tables?... Will your caterer be grilling on site?... NOTE: Limited kitchen facilities are available to the caterer at the Community Center. Food preparation is to be done off-site with the exception of outdoor grilling in approved areas. Are they carving?... What time do you want them to serve?... CAKE/DESSERT Who is doing/delivering your desserts/cake?... Cake arrival time: Must occur within rental hours on page 1... Who is cutting the cake?... Who is supplying the utensils/plates/napkins for the cake:... What size/type of table is needed?...round or Long Size: Linen Style : MUSIC Are you having a Band or a DJ?... Name of Band or DJ:... DJ s name or Band leader s name:... What type/size table is needed?... Quantity: Size: Long Is you DJ providing linens for the DJ table?... If no, how many linens do you need for the DJ table?... What time does your DJ/Band plan on arriving to set-up? NOTE: Must occur within rental hours on page 1...
Page 5 of 7 BAR Who is doing the bartending: CHECK ONE: Friends Relatives Caterer Other How many bartenders are you having? (rental agreement requires 2)... Are they 21 years of age: (Bartenders are required to check ID s)... Note: Please have bridal party bring their ID s. What time are the bartenders arriving:... Are you having Beer?:... If yes, Cans or Kegs?... KEGS:...# of Kegs Brand: Beer bar units holds 4 ½ barrels and have two taps. Taps are for American beers only, taps may not be changed. Additional kegs must be stored in tubs with ice. Renter is responsible for the ice. Do you want to use the pitchers for beer?... -We do not charge for use of the pitchers. - A replacement charge of $8 each will be subtracted from your deposit fro lost or broken pitchers. CANS:...# of cases Number of Beer Tubs needed. (3 available)... Can beer may not be served from the beer bar unit. Renter is required to bring ice.... Are you having wine?... Are you having bottles or boxes?... Are you having champagne?... Are you having a champagne fountain?... Are you having mixed drinks?... NOTE: Mixed drinks must use coke product from bar. 2 liters of cola products are not permitted per rental agreement. All Alcohol must be served from the bar. Beer bottles are not permitted per the rental agreement. Do you have cups for the beer/wine/mixed drinks?... Extra cups are available if you should run out. The cost of $2.50 per sleeve of 50 will be subtracted from your hall deposit. Are you having chips and pretzels?... Are you having coffee? (18 x 6 foot table)... Who is bringing the coffee?... Who is bringing the coffee supplies?... Bar Area Office Use only
Page 6 of 7 DECORATIONS - NOT PERMITTED: Glitter, rice, confetti, bubbles, poppers or any fine materials. - Decorations are not permitted to be attached to or hung from the ceiling. - No deliveries or pick-ups will be accepted by the Recreation Department or Community Center staff. - All decorations are the responsibility of the renter. - All decorations must be removed from the premises at the conclusion of the event. Are you having candles?... - Lighted candles must be enclosed and set in a fire proof base with a contained flame. - Luminaries are not permitted inside the Community Center. Do you need help lighting candles?... If yes, what time do you want them lit?... Do you want the lattice panel behind the cake table?... Are you having any additional rental items delivered?... - All rental items are the responsibility of the renter. - All rental items must be removed from the premises at the conclusion of the event. What?... By Whom?... Arrival Time?... Emergency Contact:... Name: Phone: Name on Contract: Signature: Date: Event coordinator: Signature: Date: I have read and agree that the above is true and accurate. I understand that changes are subject to approval and additional fees. I understand that in the event the Renter fails to comply with any of the conditions of the Agreement, the security deposit shall be forfeited in full. All parties have read and understand the rental agreement.
Page 7 of 7 Control Sheet/Invoice(11) EVENT DATE: 9 January 15 NAME ON CONTRACT: Kelly Items Quantity Rate Total RENTAL RATE: 10/10/4380 Total hours from page 2 $ $. COKE PRODUCTS: 10/10/4382 Total guest as stated on page 3 $ 0.65 $ GUEST TABLES: GIFT TABLE WEDDING PARTY EXTRAS: EXTRAS: FOOD ORD'V CAKE OVERTIME: 10/10/4380 Linen (floor is $15) $6.25 or $15 $ per half hour after midnight $200.00 $ TOTALS $ Office Use ONLY: PAYMENT DATE: PAYMENT AMOUNT: CHECK: APPROVED: DATE: Recreation Dept. PROCESSED: DATE: Finance Office